PRO-U5351.12B Maintaining Petty Cash Fund or Change Funds

Action By:

Department Assigned Cash Custodian

  1. Completes Petty Cash and Change Fund Maintenance eform (FRM-U5351.12B) when:  
    1. There is a change in the Cash Custodian assigned,
    2. There is a need to increase or decrease the fund amount, and/or 
    3. There is a need to close the fund.   
  2. Submits form to Financial Manager.

Financial Manager

  1. Reviews request and sends form to Treasury Services if approves. 

Treasury Services

  1. Receives form and evaluates request.  
  2. If does not approve,
    1. Contacts Financial Manager to discuss reasons and options.
    2. Disapproves form back to form submitter.  
  3. If request is for a change in cash custodian and approves, go to Step 7.  
    If approves change in fund amount or closing of fund, go to Step 12. 
  4. Enrolls designated cash custodian for on-line cash handling training. 

Cash Custodian

  1. After receiving enrollment notice for training, logs in to training system and completes the on-line course.    
  2. Notifies the Treasury Services Manager that course has been completed. 

Treasury Services

  1. Verifies course completed.    
  2. If request does not include a change in fund amount, locks form. [End of procedure.]  
    If request does include a change in fund amount, go to Step 12.    
  3. Approves form to SBO. 

SBO Cashier

  1. Receives and locks form.

Cash Custodian

  1. Receives “Form Locked” email notice.    
  2. Prints form.    
  3.     a. If closing fund, places and locks total amount of cash funds in locking bag.
    1. If decreasing fund, places and locks cash amount of decrease in locking bag.
    2. If increasing fund, leaves funds with department and obtains locking bag to pick up increased cash amount. 
  4. Brings printed form, personal identification, and locking bag to SBO. 

SBO

  1. Verifies Cash Custodian’s identification by comparing the Cash Custodian’s name on FRM-U5351.12B and the ID presented.
  2. Processes request in accordance to SBO procedures and gives Custodian receipt. 

Cash Custodian

  1. Places cash and receipt in locking bag.  
  2. Secures cash promptly in department’s physical storage device.
  3. Retains receipt for record keeping. 

Procedure Information

Approved By:

Director of Financial Services

Effective Date:

July 18, 2005

Authority:

Procedure Contact

Financial Services

Email: Michael.Ulrich@wwu.edu

Phone: (360) 650-3675

Financial Services website